INDIRA GANDHI NATIONAL CENTRE FOR THE ARTS ... GANDHI NATIONAL CENTRE FOR THE ARTS (IGNCA) BYE-LAWS AND DELEGATION OF POWERS IGNCA incurs the expenditure using the income from IGNCA

INDIRA GANDHI NATIONAL CENTRE FOR THE ARTS (IGNCA) BYE-LAWS AND DELEGATION OF POWERS

IGNCA incurs the expenditure using the income from IGNCA Trust funds (interest on Corpus Fund) other miscellaneous income and Plan Grants received from Ministry of Culture, Govt. of India for various projects. The Bye-laws and Delegation of Financial Powers given in succeeding paras are applicable to Funds of the Trust as well as Plan Grants received from Ministry of Culture, Govt. of India. The Bye-laws primarily falls under Administrative and Financial Powers. Part-I deals with Administrative Powers and Part-II deals with Financial Powers. These powers are subject to terms and conditions given in part-III under heading ‘General Conditions’. The format of various forms to be used and Annual Accounts are placed under Part-IV.

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PART - I ADMINISTRATIVE POWERS

S. No.

Nature of Power

Authority to which delegated and extent of

delegation

Conditions

1 2 3 4

1. (a) Creation of posts (b) Filling up of posts

Executive Committee – Full Powers. Chairman, EC - Full Powers Member Secretary – Powers up to the level of Director(Grade/academic pay not exceeding Rs.8,700/-)

____ ____

2.

Abolition of posts

Executive Committee – Full Powers.

____

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S. No.

Nature of Power


delegation

Conditions

3.

New posts by re-designation of existing posts carrying identical pay-scale/grade-pay/ pay band and allied duties

Chairman, EC – Full Powers for all Group ‘A’ posts. Member Secretary – Full powers for Group ‘B’ and ‘C’ posts.

Re-designation of Gr.’A’ post is to be reported to the EC.

4.

Appointments

Chairman, EC - Full Powers Member Secretary – Full Powers upto the level of Director.

(i) All appointments shall be made in conformity with

the RRs and regulations governing the service conditions of the officers and staff of IGNCA.

(ii) All appointments in Group ‘A’ shall be reported to the Executive Committee.

5. Framing of and amendments to the Recruitment Rules

Executive Committee – Full Powers. Member Secretary – full Powers in respect of Group ‘B’ and ‘C’ posts.

--- Such amendments are to be reported to the EC.

S. Nature of Authority to which Conditions

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No. Power delegated and extent of delegation

6. Classification of posts

Member Secretary – Full Powers

Classification in three categories viz. Group ‘A’, ‘B’ and ‘C’ shall be done strictly according to the norms of pay band and grade pay or pay scale as exists in the Govt. of India.

7 Declaration of an officer of IGNCA as Head of Department/Division/ Office


Only officials with Grade/academic pay of Rs.7,600/- and above are to be appointed.

8 Indents, Contracts, Deeds or other instruments


Member Secretary shall be competent to authorize any officer of IGNCA to sign and execute any contract, deed or other instrument on his/her behalf.

9.

To file and defend suits and other legal proceedings


Member Secretary may authorize any officer of IGNCA to file and defend suits and other legal proceedings on his/her behalf or on behalf of IGNCA.

10. Signing of Vakalatnama for the purpose of litigation


Member Secretary may authorize any officer of IGNCA to sign Vakalatnama on his/her behalf or on behalf of IGNCA.


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11.

Purchase of New Vehicles

Executive Committee – Full Powers

Subject to observance of the conditions and instruction issued by GOI for purchase of new vehicle.

12. Condemnation of motor vehicles/ Motor cycles


Subject to the observance of the conditions laid down by GOI. Such condemnations are to be reported to EC.

13. Alteration of Date of Birth


Instructions issued by GOI in this regard are to be followed.

14. Suspension of lien


As per provisions of FR 14 and instructions there under.


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15.

Transfer of officers/staff

(a) Within a Division

(b) Inter-Division

(c) Transfer between Head Office and Regional Offices

HOD - Full Powers Joint Secretary – Full Powers Member Secretary – Full Powers

---


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16. (i)Grant of Earned Leave/EOL/HPL/Maternity Leave/CCL (!!) Grant of Casual leave

(i) Chairman , EC – in respect of Member Secretary (ii)Member Secretary – In respect of officials drawing Grade/academic pay of Rs.7,600/- and above. Divisional Heads, Regional Offices, Joint Secretary, Director and Dy. Secretary level officers. (iii)Joint Secretary/Divisional Heads/Director, Regional Centres/Head of office in respect of staff working under them except for CCL (iv) Joint Secretary – Powers to approve CCL in respect of employees drawing grade/academic pay below Rs.7600/- (i)Chairman, EC – for MS. (ii)Member Secretary – for JS (iii)oint Secretary- for all Head of Divisions/office. (iv)Director (Admn.) – in respect of Under Secretary and Section Officer level officers (v)Under Secretary (Admn.) – For all others (vi)Other Head of Division/office in respect of employees working under them.

---


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17. Fixation of pay/remuneration of retired persons on re-employment or as Consultants

Joint Secretary – Full Powers As per GOI instructions issued from time to time.

18. Sanction of transfer to foreign service in India


--

19. Acceptance of resignation from service

Chairman, EC – in respect of Member Secretary Member Secretary – all other officers/staff

_

20. Permission to withdraw resignation before it becomes effective

Authority competent to accept resignation

--

21. Sanction to travel by Air/AC Coach by non-entitled category of staff


Reasons are to be recorded.


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22. Condonation of interruption in service


--

23. Sanction of reimbursement of tuition fee, Children’s Education Allowance

Director (Admn.) -- Full Powers

--

24. Acceptance of contracts, agreements, mortgage bonds, surety bonds, etc. on behalf of IGNCA

Joint Secretary (Admn.) – Full Powers

These may be signed by Director (Admn.)/Head of Division after its approval by Joint Secretary (Admn.).

25. Forwarding of application of employees for employment elsewhere

Joint Secretary (Admn.) – Full powers

Subject to the conditions laid down by the Govt. of India

26. Sanctioning of over-time allowance

HODs/Head of Office – Upto a maximum of 25 hours in a month Joint Secretary(Admn.) - Full Powers Director (CIL) – Full Powers in respect of staff under him

Govt. Rules on the subject are to be followed.


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27. Engagement of Casual Labour for miscellaneous work

Director (Admn.) - Full Powers

Payment is to be made as per rates notified by Delhi Government.

28. Opening of tenders/quotations

Director (Admn.) to constitute a Committee

Committee must have one Accounts Officer and one officer from outside the Division. GFR Rules are to be followed.

29.

Residuary matters not covered by the aforesaid entries


Subject to the observance of the rules/orders/instructions issued by GOI and EC from time to time.

30. Communication of sanctions

By an authorized official Sanctions accorded by the Secretary or Head of Department or Head of office may be communicated to the Accounts Branch by an authorised officer duly signed by him for Secretary or Head of Department or Head of office, as the case may be. In cases where the bill for payment is signed by the Head of office or the Head of Division himself, a separate sanction may not be issued.

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PART-II

FINANCIAL POWERS

S. No.

Nature of Power


delegation

Conditions

1 2 3 4

1.

Approval of Budget Estimates and Revised Estimates


Member Secretary shall submit the proposal for Budget Estimates and Revised Estimates to the EC for approval latest by 1st February every year. However, if, EC is unable to accord approval before 31st March due to delay in holding of its meeting or otherwise, MS, IGNCA may proceed to incur expenditure in accordance with the draft Budget pending its approval.

2.

Appropriation and re-appropriation of funds from one Head to another within a Division


(i) All cases of appropriation/re-appropriation shall be

reported to the Executive Committee.

(ii) For the transfer of funds from Plan to Non-Plan approval of the Govt. of India shall be sought.

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S. No.

Nature of Power


delegation

Conditions

3. Appropriation and re-appropriation of funds from one Division to another

Member Secretary – Full Powers upto Rs.10.00 lakh on the merits of each case. Chairman, EC – Full Powers beyond Rs.10.00 lakh.

(i) All cases of appropriation/ re-appropriation shall be reported to the Executive Committee.

(ii) For the transfer of funds from Plan to Non-Plan approval of the Govt. of India shall be sought.

4. Supplementary Budget


Member Secretary shall submit the proposal for additional/ supplementary budget to the EC for approval. In case of a contingency expenditure may be met by the Member Secretary with the approval of Chairman, EC. However, all such expenditure shall be reported to the EC.

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S. No.

Nature of Power


delegation

Conditions

5. Powers to incur expenditure

(i)Member Secretary – Rs. 10 crore for each item (ii)Joint Secretary (Admn.) – Recurring : Rs.15,00,000/- in each case subject to a ceiling of Rs.1.0 crore p.m. Non-recurring : Rs.5,00,000/- in each case subject to a ceiling of Rs.5.0 crore p.m. (iii)Director (Admn.) – Recurring Rs.1,00,000/- in each case subject to a ceiling of Rs.10,00,000/- p.m. Non-recurring Rs.2,00,000/- in each case subject to a ceiling of Rs.20,00,000/- p.m. (iv)Heads of Division other than Director (Admn.) – Recurring Rs.5,000/- in each case subject to a ceiling of Rs.25,000/- p.m. Non-recurring Rs.10,000/- in each case subject to a ceiling of Rs.50,000/- p.m. (v)Head of Office - Recurring Rs.2,000/- in each case subject to a ceiling of Rs.10,000/- p.m. Non-recurring

Rs.5,000/- in each case subject to a ceiling of Rs.30,000/- p.m.

(i) Sanction for Expenditure above Rs. 10 Crores is to be obtained from Chairman E.C. (ii) Nil iii) Director (Admin) will exercise full powers for payment of bills for normal AMC /Service contracts ie security/House keeping etc entered with different agencies with approval of competent authority (iv)For consumable items only. (v)For consumable items only.

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S. No.

Nature of Power


delegation

Conditions

6.

Motor Vehicles (a)Maintenance and Repairs (b) Petrol and Oil

Director (Admn.)– Upto Rs.50,000/- in each case. Director (Admn.) – Full Powers

Expenditure beyond Rs.50,000/- on a particular vehicle at a time will be put up to Joint Secretary for approval.

__

7. Write off of losses of stores of the IGNCA money other than motor vehicles/motor cycles

Chairman, EC – Upto Rs.50,000/- in each case subject to maximum of Rs.10.00 lakh in a year. Member Secretary – Upto Rs.10,000/- in each case subject to a maximum of Rs.5.00 lakh in a year.

Write off of losses beyond these limits shall be with the approval of the EC. Such losses shall also be reported to the IGNCA Trust.

8.

Write off of losses of irrecoverable loans and advances

Chairman, EC – Full Powers Member Secretary – Upto Rs.10,000/- in each case.

Such cases are to be reported to the EC. Such cases are to be reported to the EC.

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S. No.

Nature of Power


delegation

Conditions

9. Sanction of grant-in-aid and scholarships, loans and advances from Trust Funds


To be reported to EC in Annual Accounts.

10. Declaration of stores and equipment obsolete, unserviceable or surplus

Member Secretary – Full Powers Joint Secretary – Upto Rs.1.00 lakh in each case subject to Rs.10.00 lakh in a year.

To be reported to EC in Annual Accounts. To be reported to EC in Annual Accounts.

11.

Works and repairs/ renovation of buildings and other works

Member Secretary – Full Powers Joint Secretary – Rs.15.00 lakh in each case.

(i) Works may be executed through CPWD or through

tenders and shall be supervised by IGNCA Enginner-in-charge.

(ii) All repairs/renovation above Rs.25.00 lakh in each case are to be reported to EC.

12.

Telephone/Fax (a)Authorisation and Installation

(b)Maintenance/payment of bills

Member Secretary – Full Powers Director (Admn.) – Full powers

Residential and office telephones shall be provided in accordance with the prescribed norms. Expenditure in excess of prescribed limits for official calls will be put up to the Joint Secretary for approval.

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S. No.

Nature of Power


delegation

Conditions

13.

(a)Municipal taxes including land rent, property tax, etc. (b) Water & Electricity Charges

Director (Admn.) – Full powers. Joint Secretary (Admn.) – Full Powers

__

14. Sanction of advances for the purchase of vehicles, house building, computers, Table Fans, and other such advances as per GOI instructions

Director (Admn.) – Full Powers

Subject to Govt. Rules and availability of funds. Concurrence of accounts branch is to be taken for HBA and vehicles/computer Advance.

15.

Grant of advances in connection with official tours


All tour programmes of officers and staff drawing Grade/Academic pay below Rs.7600/- shall require prior approval of Joint Secretary (Admn.). Tour programmes of the officers having Grade/Academic Pay of Rs.7600/- and above shall require prior approval of Member Secretary.

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S. No.

Nature of Power


delegation

Conditions

16. Sanction of LTC and payment of advances for the purpose of availing of LTC


Subject to leave being sanctioned for the purpose by the Competent Authority.

17. Advance in lieu of leave salary to employees who proceed on leave for a period not less than a month/30 days.

Director (Admn.)- Full Powers

Govt. Rules are to be followed.

18. Sanction for reimbursement of medical expenses


As per Govt. Rules for regular staff and for other staff it will be as per special approval of EC.

19. Sanction of advance/ withdrawal from Provident Fund


Subject to limits as per IGNCA PF Rules. For any relaxation approval of Member Secretary is required.

20. Sanctioning of Conveyance charges to the Officers/staff of IGNCA

Joint Secretary(Admn.) – Full Powers in respect of ‘A’ Officers. Director (Admn.) – in respect of others

In accordance with GOI instructions.

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S. No.

Nature of Power


delegation

Conditions

21. (i)Maintenance of Accounts of IGNCA, preparation of Annual Accounts. (ii)Physical verification of Non-consumable stocks, books, vehicles and land etc.

FA & CAO The concerned Division/Office Head

The overall responsibility lies with Member Secretary.

22. Appointment of Auditors and relative procedures


EC is to be guided by Para 19.1 Deed of Declaration of IGNCA and other Government orders issued specifically on this.

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PART-III GENERAL CONDITIONS

1. When it is not possible to convene the Meeting of Executive Committee at a short notice, then, the powers of the Executive Committee can be exercised by the Member Secretary with the prior approval of the Chairman, EC. All such cases are to be placed before EC in its next meeting.

2. During the absence of the Chairman, Executive Committee, the Member Secretary will exercise all his powers and during the absence of Member Secretary, Joint Secretary (Admn.) will exercise all his/her powers.

3. These delegation of powers are also subject to any other general or specific orders/instructions issued by the EC/Govt. of India from time to time. All laid down provisions of GFR and canons of financial disciplines are to be followed.

4. Relaxation, if any, in the Bye-laws and delegated powers will only be made with the approval of the Executive Committee.

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PART-IV

FORMAT OF VARIOUS FORMS TO BE USED AND ANNUAL ACCOUNTS

The various formats are available with FA&CAO and Dy.FA&Sr.A.O.(HQ). These can be seen/referred as and when required.

Documents

INDIRA GANDHI NATIONAL CENTRE FOR THE ARTS ... GANDHI NATIONAL CENTRE FOR THE ARTS (IGNCA) BYE-LAWS AND DELEGATION OF POWERS IGNCA incurs the expenditure using the income from IGNCA